Scope
Reference
GPL0131
Description
Orbit plans to run a new procurement exercise in 2026/27 in accordance with the Procurement Act 2023 and public procurement regulations to appoint suppliers to a framework to deliver standard arboricultural works across the Midlands, South and East of England.
This Preliminary Market Engagement Notice serves as an opportunity for suppliers to have their say and offer feedback to help inform the development of the requirements prior to release of the tender (estimated June 2026).
This Notice is intended to provide information to help Orbit:
• Set appropriate lots
• Service emergency works efficiently for all parties
• Decide what procurement procedure to adopt
• Decide what framework structure is most appropriate
Orbit Group is a Registered Social Landlord, responsible for managing over 46,000 homes for both affordable rent and shared ownership across the Midlands, East of England and Southeast.
A significant part of this overall responsibility includes proactive management and maintenance of estate grounds, woodlands, tree belts, ponds and greenspaces that fall within the Employer's land occupancy jurisdiction. Occasionally trees located in tenants' gardens may require attention.
The scope is anticipated to include standard tree work services, such as:
• Reactive tree work (Work to be undertaken within 3 months).
• Planned tree work (Work with a timescale over 12 months).
• Planting of new and replacement trees.
• 24-hour emergency call-out service.
• Various other related tree maintenance services as and when required.
Tree work operations will include common tree surgery tasks, such as removal of deadwood, crown lifting, crown reductions, tree removals, stump grinding, hedge reductions and trimming.
It is estimated that the value and duration of the framework could be c. £6 million over a potential 5-year period. We are considering procuring an open framework under the new Procurement Regulations 2024, which could be reopened during the term, to allow additional suppliers to join the framework, and run for up to eight years in total.
The planned start date for the new framework is Autumn/Winter 2026. Orbit is likely to conduct an Open Procedure in accordance with the Procurement Act 2023 to appoint contractors to the framework, and this is currently programmed to commence in May/June 2026. Orbit envisages a contract mobilisation period of at least 1 month prior to the framework commencing.
SME organisations are encouraged to apply, and share their knowledge and experience as part of the pre-market engagement, particularly any concerns/issues they have previously experienced in responding to public sector tenders.
Orbit Group Limited is publishing this notice to facilitate early engagement with potential suppliers. It relates only to pre-procurement market engagement in accordance with Procurement Act 2023. It is not a Call for Competition.
For avoidance of doubt, participation in this market engagement exercise is not a prerequisite to bid for the tender.
Orbit reserves the right to revisit any of the information within this Notice and update or amend it prior to the publication of its Tender Notice for this procurement.
Commercial tool
Establishes a framework
Contract dates (estimated)
- 4 February 2027 to 3 February 2030
- Possible extension to 3 February 2032
- 5 years
Main procurement category
Services
CPV classifications
- 77211400 - Tree-cutting services
- 77211500 - Tree-maintenance services
- 77310000 - Planting and maintenance services of green areas
- 77340000 - Tree pruning and hedge trimming
Contract locations
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
Engagement
Engagement deadline
30 March 2026
Engagement process description
In preparation for the procurement, Orbit wishes to carry out this pre-market engagement and has published the Notice with the aim of eliciting input from potential suppliers for the purpose of:
• Defining appropriate geographical Lots
• Identifying suppliers that may be able to deliver what is required
• Defining a suitable number of suppliers per Lot
• Define how Orbit wishes to treat emergency callouts
• Understanding the market, and its capacity to address its requirements
• Increasing competition
Orbit's GIS system has approximately 13,000 tree features (Individual, Group and Area) plotted across 1090 estates. See Appendices A, B, C, D and E for locations and numbers.
Orbit is considering Lot boundaries as shown in the Appendices A-D:
• 3 Lots (South/Midlands/East)
• Lots or Sub Lots A - H
Interested parties are invited to complete Appendix F - Response Form, issued via the Procontract portal. Forms should be returned via the Procontract portal as well.
Following the return of Response Forms, Orbit reserves the right to engage with any supplier for the purposes of clarification of points made. Any such discussions will be over MS Teams calls.
The provisional timetable for this pre-market engagement (subject to change at Orbit's discretion) is set out below:
Action Date
Orbit publishes Pre-Market Engagement Notice 2nd March 2026
Suppliers complete Response Form Appendix F and return via Procontract portal 2nd March 2026 - 30th March 10am
Orbit may instigate clarification discussions with any supplier 31st March 2026 - 17th April
Orbit will not use any information given to them in this process in evaluating any subsequent tender submissions at any stage in the process. No party may cross refer to any statement or qualification made as part of their response to this Engagement without raising it explicitly as part of any subsequent Procurement Specific Questionnaire or tender submission for any ensuing contract.
Information gathered from any clarification discussions with any suppliers will be compiled and shared with the published tender documents.
Please respond to this notice at: https://procontract.due-north.com/Supplier/Advert/View?advertId=1475994c-3316-f111-813c-005056b64545&fromProjectDashboard=False&fromRfxSummary=False&selectWorkgroup=False&fromAdvertEvent=False&fromActivityDashboard=False
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
ORBIT GROUP LIMITED
- Companies House: IP28503R
- Public Procurement Organisation Number: PDDL-8571-LDGT
Garden Court, Harry Weston Road, Binley Business Park, Binley
Coventry
CV3 2SU
United Kingdom
Email: group.tenders@orbit.org.uk
Region: UKG33 - Coventry
Organisation type: Public authority - sub-central government